Creating a portal is the easy part. Knowing what happened to it, and closing it when the work is finished, is what keeps your external sharing from quietly accumulating.

Each portal has its own dashboard showing analytics and activity. Open it from the ioPortal tab to see how a share is actually being used.

Open the portal and choose View Activities to see the actions taken in it. You can filter the list, and you can export it.

The export is the part worth knowing about. If you have ever been asked to demonstrate who accessed a particular set of assets and when, this is the answer, and it takes a minute rather than an afternoon. For client work it also settles the occasional argument about whether a delivery was collected.

Deleting a portal ends access through that link. You can do it from either screen.

Open the Portal option on the folder and choose Delete Portal.

Deleting the portal removes the share, not the content. The folder and its assets stay exactly where they are.

Portals are easy to create and easy to forget, which is how organizations end up with live external links to projects that finished two years ago. Two habits prevent it:

A quarterly pass through the ioPortal tab is usually enough, and it is a much shorter conversation than explaining an old open link to an auditor.

Controlling who can get into a portal covers expiry. Removing a user's access covers what to check when someone leaves your team.